Program Assistant

National High School Institute

Job Title: Program Assistant

Location: Evanston, IL

Department: SoC – National High School Institute

Program Assistant 2. NEX 10

Position #: 42140

Job Summary:

The National High School Institute (NHSI) at Northwestern University seeks an organized and personable Program Assistant to provide clerical and administrative support functions for a prominent summer enrichment program. This full-time position reports to the Director of the NHSI and manages the day-to-day functions of the administrative office including emails, phone calls, mail, generating files, data entry, and maintaining databases utilizing Excel spreadsheets and Word processing. Other responsibilities include managing the NHSI admissions process, marketing, website maintenance, student & alumni engagement, event planning, and other duties as assigned. The ideal Program Assistant must show initiative, be a problem solver, be proficient with computers – specifically Microsoft Office Suite and Google programs, be an experienced customer service representative, as well as have strong written & oral communication skills. An interest in the arts and previous experience as an administrative assistant in the areas of education, admissions, or recruitment are preferred.

Specific Duties and Responsibilities:

  • Provides program information via email, phone, mail, and to in person visitors
  • Drafts communications and proofs for spelling & grammar errors
  • General office upkeep; maintains inventory and orders supplies
  • Fulfills copy and print orders
  • Manages design and development of program databases; compiles files – digital spreadsheets and physical records
  • Follows policies and operates discretion when handling sensitive topics, e.g. health records
  • Advises students and parents/guardians through admissions process, program application, and financial aid application
  • Reviews application details and serves as part of the Admissions Committee
  • Prepares forms and evaluations; utilizes data to compile reports, statistics, tables, charts, etc.
  • Contributes to the development of marketing materials and student recruitment
  • Maintains department website including content updates and creating new pages/posts
  • Writes a weekly e-newsletter for alumni to the program
  • Student and alumni engagement through newsletters and social media posts
  • Coordinates summer staff orientation imparting department Policies & Procedures
  • Event planning including room reservation, catering orders, and day-of event management

Minimum Qualifications:

  • A high school diploma or its equivalent
  • Intermediate knowledge of word processing, Adobe, Mailchimp, Google Sheets, Box/Dropbox, Wordpress
  • Experience in administrative work

Preferred Qualifications:

  • A college degree
  • Experience in the fields of Arts Administration, Theatre, Film, or Debate

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Pay Rate/Range*: $35-40,000